Filing charity accounts with the Office of the Scottish Charity Regulator (OSCR) is a critical process for ensuring transparency and compliance with Scottish charity law. While OSCR encourages the use of their online services for submitting annual returns and accounts, it is still possible to file these documents by post. This article provides a step-by-step guide on how to file your charity’s accounts by post to OSCR.
Why File by Post?
Although online submission is faster and more convenient, there may be circumstances where filing by post is necessary or preferred. This could include limited internet access, technical issues with the online portal, or a preference for handling physical documents.
Step-by-Step Guide to Filing by Post
Step 1: Understand Your Charity’s Reporting Requirements
Before preparing your submission, ensure you understand which type of accounts you need to file:
- Receipts and Payments Accounts: For charities with an annual income of less than £250,000. These accounts summarize money received and spent during the year.
- Accrued Accounts: Required for charities with an income of £250,000 or more, or those constituted as companies. These accounts include a balance sheet and a detailed profit and loss statement.
Step 2: Prepare the Necessary Documents
Gather all the required documents for your submission:
- Annual Report: This should include information about the charity’s activities, achievements, and governance.
- Financial Accounts: Depending on your charity’s income level, prepare receipts and payments accounts or accrued accounts.
- Independent Examiner’s or Auditor’s Report: An independent review is required for most charities, with an audit necessary for those with income over £500,000 or other specific conditions.
Step 3: Complete the Annual Return Form
You need to complete the annual return form, which provides updated information about the charity. You can download the form from the OSCR website.
- Download the Form: Access the annual return form from OSCR’s website at OSCR Annual Return Form.
- Fill in the Details: Complete all required sections of the form, ensuring accuracy and completeness. This includes updating trustee details, contact information, and financial data.
Step 4: Assemble Your Submission Package
Ensure that your submission package includes all necessary documents:
- Annual Return Form: Fully completed and signed.
- Annual Report: Comprehensive report of the charity’s activities.
- Financial Accounts: Receipts and payments accounts or accrued accounts, as applicable.
- Independent Examiner’s or Auditor’s Report: As required by your charity’s financial thresholds.
Step 5: Mail Your Submission to OSCR
Send your completed submission package to OSCR:
- Address: Office of the Scottish Charity Regulator
Quadrant House
9 Riverside Drive
Dundee
DD1 4NY - Mailing Options: Consider using recorded delivery or a similar service to ensure your documents reach OSCR safely and you have proof of postage.
Step 6: Confirmation and Follow-Up
After mailing your documents, OSCR will review your submission:
- Acknowledgment: You should receive an acknowledgment from OSCR confirming receipt of your accounts and return.
- Follow-Up: If OSCR requires additional information or has any queries, respond promptly to ensure smooth processing of your submission.
Key Considerations
- Deadlines: Ensure your accounts are filed within nine months of the charity’s financial year-end to avoid penalties.
- Accuracy: Double-check all entries and documents for accuracy and completeness.
- Compliance: Adhere to OSCR’s guidelines and requirements to maintain compliance and avoid regulatory issues.
Additional Resources
For more detailed guidance on preparing your accounts and completing the annual return, you can refer to the following resources:
- OSCR Annual Return Guidance: Detailed instructions on completing and submitting the annual return can be found on the OSCR website. OSCR Annual Return Guidance
- Receipts and Payments Accounts Guidance: Information on how to prepare receipts and payments accounts. OSCR Receipts and Payments Accounts Guidance
- Accrued Accounts Guidance: Detailed guidance on preparing accrued accounts for larger charities. OSCR Accrued Accounts Guidance